Administrative Services

File code: PRO.SPONCRED.POL
Approval Date: 04/13/09
Approved By: President

Sponsored Credit Classes Policy

Providing “Sponsored Credit” classes shall be allowed only under the following conditions:

  1. The class providing credit is requested by, and the content is coordinated with a consortium (e.g., school districts with professional development dollars), or sponsoring agency such as a governmental unit, community organization, or a private business. Respective examples of sponsoring agencies are the State of Illinois, McDonough District Hospital, or Caterpillar. Only official units of government and official organizations qualify. Clubs, special committees, etc. do not qualify as a sponsoring agency. Also prohibited are classes sponsored by a school district or other entity whose employees/ members are required to contribute more than 50% to the total cost of the class. The contract must include a certification by the authorized official of the sponsoring agency stating that student participants are not required to contribute more than 50% to the cost of the sponsored credit course.
  2. A contract between the sponsoring agency and Western Illinois University must be finalized according to University procedures and be on file with the appropriate Vice Presidents at least two months prior to the first class session. All contracts must be submitted by the appropriate college with signatures from the following:
    1. course instructor/proposer
    2. office of conferences and non-credit programs
    3. college dean
    4. provost
    5. purchasing
    6. VP administrative services
  3. Accounts for sponsored credit classes must be maintained separately from non-credit classes. A separate account shall be established for each course and/or course location.
  4. SCH production statistics for sponsored credit classes are to be calculated separately from SCH statistics for tuition generated classes. Sponsored Credit classes cannot be included in the Unit Cost Study prepared by Institutional Research and Planning.
  5. All costs associated with a sponsored credit course must be covered by income from that sponsored credit course. Costs are defined to include salaries, fringe benefits, travel expenses, instructional materials, sponsored credit fees, indirect costs, and any other expenses related to the production and delivery of the class.

The cost shall be determined based on the following:

Faculty Compensation/Salary – The dean's office shall determine if the faculty member is to be awarded ACEs for a Sponsored Credit class or be paid a stipend.

  1. The faculty member is to be compensated with ACEs at the rate of 1 ACE per 1 semester hour. If this compensation through ACEs puts the faculty member into overload (over 22 ACEs) she/he will be compensated at the overload rate in the Agreement, or if during the summer, the rate established by the college for summer session. In this case, the sponsoring agency will be assessed the overload rate per ACE in the Agreement to compensate the University for the instructor's salary. These funds will be deposited into the income fund.
  2. If the faculty member is to be compensated through stipend, the minimum amount shall be $1,100 per semester hour (this amount is based on the minimum “adjunct rate” established by the University and will increase each year at the same rate as the basic salary increase given to faculty). The actual amount of compensation paid to the instructor shall be determined based on the employment status of the employee (full time or adjunct), rank of instructor, and the ability of the sponsoring agency to pay for the class.

Other Costs – may include instructional materials, guest speakers, travel, fringe benefits (if stipend is paid), etc.

Sponsored Credit Fee - 20% of the total direct costs of the contract. This amount goes to the Office of Conferences and Non-Credit Programs.

Indirect Costs - When a faculty member receives a stipend for the course, the indirect costs shall be $500 plus the equivalent of the faculty stipend (minimum of $1,100 semester hour). There is no limit to the amount a faculty member may receive as a stipend; however, the Indirect Cost shall be at least as much as the stipend plus $500.

If the faculty member is compensated through the awarding of ACEs, the indirect cost shall be set at $500 plus $1,856 (based on the highest adjunct rate – will increase each year at same rate as the basic increase given to faculty) per semester hour.

Indirect Costs will be distributed as follows:

  1. $500 to the University Services Local Account

The Remainder shall be divided as follows:

  1. 5% - V.P. Administrative Services
  2. 10% - Business Office
  3. 15% - Department (for support services – not to be paid in stipend)
  4. 35% - College
  5. 35% - Provost Office

Exceptions: Any exception to this policy must be approved by department, college, V.P. Administrative Services and Provost.